Overview

 

In the Fall 2014 cloud release, we are excited to add the much anticipated Google Docs integration to our existing portfolio of Google for Work integrations, further strengthening the value of the Jive Communication and Collaboration Hub solution.


The Google Docs integration is added to Google Drive, Google Groups and GMail integrations that have been announced earlier in 2014.

 

Note: While all other integrations described herein are released, the Google Docs integration is a beta feature. That means we acknowledge that it's a little rough around the edges at this stage, and there's work to be done to make it better. Your feedback is instrumental in improving the integration moving forward.

 

Why Integrate with Google for Work?

 

Many of our customers have adopted Google's cloud applications to lower IT costs and improve team productivity with apps that are always up-to-date and accessible from virtually anywhere. And, since Google for Work solutions are mainly about email, documents, and running efficient meetings, Jive Communication and Collaboration Hub is a perfect complement for enabling expertise location, communication and the ability to share the outcomes of all those emails, documents and meetings with people outside your team.

 

The following diagram describes the scope of the integration between Jive and Google for Work.

 

Feature Highlights

 

What it isFeatures

Jive GMail cartridge for Jive Anywhere

 

(Available in Jive Connector for Gmail )

  • View Jive-triggered messages in GMail web app featuring rich Jive formatting and actions such as like, reply and find related discussions
  • Convert emails to Jive discussions carrying over attachments and embedded images
  • View people (profile) information from Jive in GMail web app
  • Reply to Jive discussions
  • Mark replies for action or decision

Google groups <->Jive Activity

 

(Available as part of Jive StreamOnce Module)

  • Send email to a Google group and have it create a new Jive activity item in a configured tile
  • Carry over images and attachments to the Jive activity feed
  • Reply/add comment in Jive activity sends email back to the Google group

Google Drive cartridge for Jive Anywhere

  • Select a file in GDrive and create a Jive discussion with an attached file in a designated Jive place

Jive with Google Drive external storage

 

(Available in Jive Connector for Google Drive)

  • Upload files to a Jive place and have them stored in a connected Google Drive folder
  • Add files to Google Drive and have them sync back to the connected Jive place
  • Copy/Move files from other GDrive locations into a connected GDrive folder and have them sync back to the connected Jive place
  • Add files in sub-folders of a connected GDrive folder and have them sync back to the connected Jive place
Jive Connector for Google Docs (Beta)
  • Render Google Docs within Jive in read-only mode, allowing Jive actions such as Like, Share, Bookmark, Mark as helpful, Apply  structured outcomes, create threaded comments, and follow
  • Render Google Docs within Jive in editing mode supporting full Google Doc capabilities including concurrent authoring of content
  • Create Google Docs in GDrive and have them appear in the connected Jive place
  • Create Google Docs from within Jive, and have them stored in GDrive
  • Search for Google docs within Jive, utilizing full indexed search of document content
  • Get push notifications on new Google Docs and document changes in the connected place activity feed
  • Sync Jive comments on a Google Doc with document-level comments within Google Drive/Doc
  • Selectively enable bidirectional sync that pushes content-highlighted comments in GDocs into the comment thread of the document in Jive

 

Walk Through & How To

 

Jive GMail Cartridge

 

To use the Jive for GMail Cartridge, do the following:

  • Make sure all your desired users have Google accounts with GMail enabled. Note that these need to be business account, rather than consumer GMail accounts.
  • Install Jive Anywhere 2.3 on the browser of your choice and connect it to your Jive Cloud instance featuring the latest Fall 2014 release.
  • Install the Jive Anywhere cartridge for Mail Online via your Jive Admin console.

 

Comments and mentions that trigger email notification (per user configuration) will show up in GMail as rich Jive views with actions such as reply, Like and Mark for action.

The GMail cartridge also features a Jive-enriched view of all the participants of the email

Regular emails can be converted to discussions and synced to a designated place or jive user.

Any embedded images or files can be uploaded as attachments to the newly created discussion.

Several discussions may exist per a given email, and in such case, a note on pre-existing discussions is provided in the web application.

 

Google Groups <-> Jive Activity Sync

 

Group owners can add stream integration feeds that will display activities of emails sent to a Google group. This functionality is similar to the connection of a group with a Microsoft Exchange Distribution list (DL).

Configuration requires an authenticated Google user and a name of the Google Group to sync with the Jive place.

Once a Jive place is connected to a Google group - any emails sent to the Google group will appear as activity feeds in the Group activity page.

Users can reply/comment on  activity items and that will trigger an email to the associated Google group.

 

Google Drive Cartridge

 

With this complimentary JiveAnywhere cartridge, you can select several files in Google Drive and attach them to a newly created Jive discussion.

Note that the attachments are uploaded at creation time, and unlike the Google Drive external storage for groups (see next) file updates are not maintained.

 

Google Drive external storage for Groups

 

To use Google Drive external storage for Jive places, do the following:

 

  • Make sure you have a Google business account
  • Have a Jive admin configure a Google Drive external storage provider (ESP) under the Add-ons->Storage management console
    • Configure the ESP with a designated headless integration user which needs to be defined in the Google business account. This account will own the GDrive folder hierarchy and will delegate permissions to contextual users.
  • Configure a new or existing Jive place to use the defined GDrive storage provider

 

When the Google Drive external storage Add-on is installed and available, users can configure jive places to use Google Drive as external storage.
Once a Jive place is configured to work with GDrive as an external storage provider, all uploaded files will be saved into the connected GDrive root folder
Files can also be uploaded directly in GDrive and will sync back to the connected Jive place

 

Jive Connector for Google Docs (Beta)

 

To use Google Drive & Docs for Jive places, the same steps as with configuring Google Drive need to be followed, except that the Add-on is different and

includes both Google Drive and Google Docs.

 

When the Google Drive & Docs Add-on is installed and available, users can configure jive places to use Google Drive as external storage, and view Google Docs within Jive.

Google documents created either in Google Drive or from Jive are rendered within Jive. These document may be viewed or edited within Jive, using the full set of Google Docs capabilities including concurrent authoring.

In addition, the Document in Jive supports the collaborative Jive functionality such as sharing, following, liking and applying structure outcomes.

Users can  also navigate to the Google document within GDrive by clicking a direct link in Jive.

Note that users need to be logged-in to their associated Google account in the same browser, to be able to view the Google documents within Jive.

When working in Jive places connected to GDrive, users can choose to create Google Docs directly from Jive using a custom menu option.

When doing so, users are presented with a full GoogleDoc editor that auto-saves any edits into the root folder of the connected GDrive location.

 

Note that although document are created immediately in Google Drive, it may take up to 2 minutes for the newly created documents to sync back to Jive and create a corresponding containing object.

this limitation will be addressed in and upcoming release which will use webhooks for instant synchronization.

Finally, similarly to the Google Drive capabilities of synchronizing files bidirectionally, The Google Docs Add-on allows to create document from either Jive or Google Drive and have them sync back to the connected Jive place.

 

Frequently Asked Questions

 

What version of Jive is supported with the new Google Docs integrationThe new Google Docs  integration is released as BETA with the Jive 2014 Fall cloud release. Future hosted/on-prem may support this integration as well.
What components are necessary to enable the Google Docs integration ?

The new integration is powered by several Jive frameworks and technologies including External storage framework (ESF) and Jive Anywhere (JA). The integration is packaged in a Jive Add-on that distributes and installs the necessary components.

At this point the JA cartridge needs to be installed separately.

How do i upgrade an existing  GDrive Add-on to the new GDrive+GDcos Add-on ?

The Google Docs add-on is separate from the Google Drive one (which is packaged within the StreamOnce Add-on). As such, users can add the new Google Docs Add-on to existing cloud deployment that already use GDrive.

For configuring existing "GDrive" groups to support Google Docs as well - contact support.

How long will Google Docs be in betaThe current plan is to release Google Docs for general availability in the next cloud release, expected around Feb/Mar 2015 time frame. This plan is subject to change depending on customer feedback or any other considerations.
What integrations am i entitled for ?

JiveAnywhere Google Drive cartridge is free of charge and available to all customers in all deployment models, and so is the Google group activity sync integration.

Google Drive external storage for groups is available to all cloud customers.

GMail and Google Docs integration are available for cloud customers with Essentials+ or Enterprise

 

Known Issues & Limitations

 

IssueImplicationsWorkaround
Google Drive only supports up to 5000 users when adding a user-explicit permission to a folder.a Jive group with more than 5000 members will not provision users 5001 and up on the GDrive folder and despite the fact that the users will have access to the Jive group - they will not be able to access the GDrive folder and content

use spaces instead of groups for large membership places.

Jive Spaces support permission groups.

Google Drive only supports up to 10000 users per Google groupthe 10001 jive user joining a Jive group, will not be provisioned for access in GDrive and will not be able to access the contentUse spaces instead of groups for large membership places
For the integration between Jive and Google Drive/Docs to work, the user name and user email in Jive must match the username (=email) in Google. Typically this would be a corporate email user Id.#NA#NA

By default the comment syncing is unidirectional (Jive->GDoc at the document level).

In order to enable bidirectional sync (Jive->GDoc at the document level; GDoc->Jive at the text level) the group admin needs to delete the group tile (which is created automatically) and configure it again.

only unidirectional comment syncing is available by default. changing it is not intuitiveconsult documentation for reconfiguring

 

Summary

 

Although the Google Docs integration is in its infancy, we are already gearing up for a much more robust and feature-rich version for our next cloud releases, and are excited to hear from customers and partners. Please be sure to share your feedback in the community.